When used properly from the very first day, an export documentation software many prove to be an asset for your business. It can cut short the efforts, time and costs involved in preparing different export documents. Also, it can save your business from penalties, losses and delays caused due to human errors.
Needless to say, you would be devoting hours finding the best tools available and then finally picking up the one that meets your needs. However, your role doesn’t end there. Here are some tips to extract the top performance from your software in the long run.
Most of the vendors these days offer software packages that are customizable. So, you need to fully exploit this advantage. To begin with, carefully select the applications from the package that you actually need. It makes no sense to pay for the ones you won’t require. Then, use the software settings to optimize it for the countries, goods, currencies, formats and languages your business deals in. Once personalized, the software would deliver desired outcomes in terms of accurate documents.
Your business might already be using IT hardware and software components. Due to this, it is extremely important to synchronize the new software with these components to accomplish a glitch-free operation. In order to make it easier, choose a cloud-based solution which is less likely to have compatibility issues with the hardware you already own. Next, discuss with your vendor the software systems like ERP, accounting etc. you have and ask for his or her assistance to setup an integrated environment.
Irrespective of how much the vendor boasts about the user-friendliness of the software, your employees need to learn how to use it. Don’t shy in investing a few hours and a little cost in getting them trained. Make sure that they learn about its various features and functions for desired productivity and efficiency at work. In case you don’t have the right people for using a software, you can also think of choosing a vendor that offers managed services for document preparation.
An international trade software must stay compliant with the changing global trade norms. Only then, you can expect your export documentation to be fully compliant. For this, it is important to not just buy a software that promises complete compliance with the present laws, but also has room for the future ones.
In addition, you must be concerned about upgrading the software to its newest versions regularly. However, you may tend to ignore this important need with time. Thus, the solution is to buy a cloud-based software over a desktop-based software. Because of their ability to auto-update themselves, the cloud-based solutions would demand fewer efforts from your side.
Undoubtedly, the electronic tools are prone to a variety of security threats and risks. Keeping this in mind, you should be extra worried about the safety of your software and data. For example, you should authorize only the most reliable people of your business to use the software. If you are using a cloud solution, make sure you access it from safe devices and using private internet connections only. Besides, never share the passwords you use to access the software and data with anyone.
Apart from these tips, you may also consider using one software for all your documentation needs. For instance, prefer a tool that allows preparing certificate of origin, invoices and health certificates and is also useful in submitting request for permit, pre-receival advice, shipping booking requests and more.